Creating a New Matter from an Existing Matter

LegalServer has several features that allow users to create a new matter from an existing matter.

Availability of these features depends on your site's configuration.

Note:Create New Case for Client and Quick Case Copy both associate the new matter with the existing one. See Associating Multiple Cases with a Client for more information, including how this links family members across the associated cases.

Create New Case for Client

Use this method to create a new case for an existing client without having to re-enter all of the client's information into the intake.

Open the main profile for a case associated with this client.

Under the Actions menu, click on Create New Case for Client. The precise name and location of this link in the Actions menu may vary from the example depending on your site configuration. (For sites still using the legacy interface, this link appears on the right side of the screen.)

In the confirmation screen, click "Yes, continue" to create the new case for the client.

At this point, you will start a new intake for this client's new case and the client's information will be copied into the intake.

See below for a list of fields that will automatically be copied into the new intake.

Complete the intake as you normally would, making changes to the pre-filled information as necessary.

NOTE: Making changes to the pre-filled information in the new intake (or later in the new case profile) will not change any information in other cases to which this client is associated.

Fields Copied by Create New Case for Client

The following is an alphabetical list of the fields that are copied into the new case for the existing client:

(Individual) Work City

(Individual) Work State

(Individual) Work Street Address

(Individual) Work Street Address (additional)

(Individual) Work Zip

A Number

Access to a Car

Active Directory GUID

Additional City

Additional Contact Notes

Additional Contact Type

Additional First Name

Additional Last Name

Additional Middle Name

Additional Phone

Additional Phone 2

Additional Phone 2 Note

Additional Phone Note

Additional State

Additional Street Address

Additional Street Address 2

Additional Suffix

Additional Title

Additional Zip

Age at Intake

Apartment Number

Approximate DOB

ARDC Last Checked Date

ARDC Licensed

Attention/Care Of

Attn line

Availability to meet during the day

Bar Number

Best time to call?

Bind Work Address to Non-Primary Organization Address ID

Bind Work Address to Organization

Case Contact

Case Type

Cell Phone # Safe?

Chronically homeless?

Citizenship City

Citizenship Status

Citizenship Verified

City

City Of Birth

Client Conflict Status

Country Issuing Passport

Country Issuing Passport (2)

Country Of Birth

Country of Citizenship

Country of Origin

Country Of Residence

County

County of Dispute

Creating Process

CUA Organization

Current Living Situation

Current Placement Status

Current Placement Status of the Child

Date File Opened

Date Graduated

Date of Birth

Date of Current Removal / Re-entry

Date of Enrollment

Date of Initial Petition

Date of Initial Removal

Date Passport Expires

Date Passport Expires (2)

Date Passport Issued

Date Passport Issued (2)

Date Visa Issued

DHS Number

Disabled

DOB Status

Does Applicant pay child support payments?

Does caller live in the service area? (Even though the dispute is outside the service area)

Domestic Violence Present?

Driver's License

Drivers License Number

Elderly?

Email

Email Note

Employer

Employment Status

Ethnicity (Non-HUD)

Exclude from Search Results

Eye Color

Family ID Number

Fax # Safe?

Fax Note

Fax Number

File Exists

First Name

Foster or Kinship Care Agency

Gender

General Person Note

Globally Unique ID

Grade

Hair Color

Has Applicant been to DEMO before?

Has the Intake Specialist printed and placed a copy of the Alien Determination Form in the Caller's File?

Hearing Impaired?

Height

Highest Court of Practice

Highest Education

Highest Education Level

HIV/AIDS Status

Home Phone

Home Phone # Safe?

Home Phone Note

Home/Hospital Visits

Housing Stability Rating

HUD 9902 Ethnicity

HUD Destination

HUD Disabling Condition

HUD Ethnicity

HUD Housing Relocation and Stabilization Services Provided

HUD Housing Status (Entry)

HUD Housing Status (Exit)

HUD Last Permanent Zip

HUD Length Of Stay In Previous Place

HUD Race

HUD Type of Housing Prior to Entry of Program

HUD Veteran Status

HUD Zip Code Type

ID

If yes, who is the attorney and for what matter is s/he representing the Applicant?

IHPS Agency

Immigration Status

Impact

Imported from Kemps DB

Imported Id

Income Note

Indigenous

Initial Visitation Status

Institutionalized at

Institutionalized?

Intake Office

Intake Type

Interpreter Needed

Is another attorney helping Applicant in any Matter?

Is applicant a student?

Is Child Court Involved?

Is Child Currently Removed?

Is Group?

Is it okay to send email?

Is it okay to send mail?

Is The Client Head Of Household?

Is There a CUA?

Is there a safety plan

Is There Foster or Kinship Care?

Is There Home Protective Services?

Is this Needs Based Public Assistance

J Number

Jurisdiction

Language

Last Name

Last or Current Employer

Last Salary

Last Sync With Active Directory/LDAP

Latitude

Lives With Client

Longitude

Maiden Name

Mailing Address

Mailing Address 2

Mailing Apt#/Lot#

Mailing City

Mailing State

Mailing Town

Mailing Zip

Marital Status

Medical Insurance Type

Member in Good Standing of Bar

Mental Disability Description

Mental Disability?

Middle Name

Migrant

Military Service

Mobile Phone

Mobile Phone Note

Monthly food stamps received

Monthly rent or mortgage

Name of Current Care Giver

Naturalization Cert #

Naturalization Date

Naturalization Place

Nickname

No Phone Number

Note

Number of People 18 and Over

Number of People under 18

Organization Lacks Means for Other Representation

Organization Name

Organization Services Eligible Persons

Other Phone

Other Phone # Safe?

Other Phone Note

Other Relationships to Case

Packet

Passport #

Passport # (2)

Perm. City

Perm. State

Perm. Zip

Permanent Contact Address

Permanent Contact Address 2

Person's Docket Number

Phone Ref

Physical Disability Description

Physical Disability?

Placement Status at Time of Intake

Preferred Address

Preferred Donation Name

Preferred Phone #

Prefix

Prefix/Salutation

Primary Source of Medical Care (HIV)

Profile

Program

Quadrant (DC only)

Race

Referred By

Referring Organization

Retainer Agreement

Salutation

School

School Attended

School Status

Second Language

Secretary Name

Shelter

Social Security #

SSN Information

State

State (Province) Of Birth

State of Practice

Street Address

Street Address (additional)

Suffix

Supported By Client

Tax Identification Number

Telephone System Login

Town

Transfer

Unemployed? For how long?

Veteran

Visa Expiration Date

Visa Issue Location

Visa Number

Website URL

Weight

Wife's Maiden Name OR Husband's Last Name

Work Phone

Work Phone # Safe?

Work Phone Note

Zip Code{FADE}

Quick Case Copy

Use this feature to create an additional case for a client who has multiple concurrent cases. Unlike "Create New Case for Client," this feature is typically configured to skip over the full intake process because it is assumed that the new case is being created very close in time to the original, so the client's information will be the same for both cases.

Open the main profile for the case you want to copy.

Under the Actions menu, click on Quick Case Copy. The precise name and location of this link in the Actions menu may vary from the example depending on your site configuration. (For sites still using the legacy interface, this link appears on the right side of the screen.)

In the confirmation screen, click "Yes, continue" to create the new case for the client.

You also have the option on this screen to include adverse parties from the original case in the new case.

NOTE: If you opt not to include any adverse parties from the original case in the new case, you will most likely need to add adverse parties and determine their conflict status after the new case has been created. For details about adding adverse parties to a case, please see Adverse Parties.

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Because this feature assumes that all of the client's information is the same for the new case, you will typically only need to set the legal problem code and disposition in the intake screen. Your intake screen may differ from the example depending on your site configuration.

However, if the intake for the original case was created too long ago, you will not be able to use quick case copy to copy fields from the original case because the information is presumed to be out of date. In that instance, you will see an error stating that the original case information cannot be copied.

The time limit for quick case copy is set by your site administrator.

After the time limit has passed, the system will not automatically copy any information from the original case into a new intake.

See below for a list of fields that will automatically be copied into the new case.

NOTES:

This feature does not copy information from site specific fields. If you have questions about what this means on your site, please ask your site administrator.

Making changes to the pre-filled information in the new case will not change any information in other cases with which this client is associated.

Fields Copied by Quick Case Copy

The following is an alphabetical list of fields that are copied into the new case using the quick case copy feature:

(Individual) Work City

(Individual) Work State

(Individual) Work Street Address

(Individual) Work Street Address (additional)

(Individual) Work Zip

A Number

Access to a Car

Active Directory GUID

Additional City

Additional Contact Notes

Additional Contact Type

Additional First Name

Additional Last Name

Additional Middle Name

Additional Phone

Additional Phone 2

Additional Phone 2 Note

Additional Phone Note

Additional State

Additional Street Address

Additional Street Address 2

Additional Suffix

Additional Title

Additional Zip

Adjusted Monthly Income

Adjusted Percentage of Poverty

Adverse Party Conflict Status

Age at Intake

Annual Adjusted Income

Approximate DOB

ARDC Last Checked Date

ARDC Licensed

Attention/Care Of

Attn line

Availability to meet during the day

Bar Number

Best time to call?

Bind Work Address to Non-Primary Organization Address ID

Bind Work Address to Organization

Case Contact

Case Status

Case Type

Cell Phone # Safe?

Chronically homeless?

Citizenship City

Citizenship Status

Citizenship Verified

City

City Of Birth

Client Conflict Status

Country Issuing Passport

Country Issuing Passport (2)

Country Of Birth

Country of Citizenship

Country of Origin

Country Of Residence

County

County of Dispute

Creating Process

CUA Organization

Current Living Situation

Current Placement Status

Current Placement Status of the Child

Date File Opened

Date Graduated

Date of Birth

Date of Current Removal / Re-entry

Date of Enrollment

Date of Initial Petition

Date of Initial Removal

Date Passport Expires

Date Passport Expires (2)

Date Passport Issued

Date Passport Issued (2)

Date Visa Issued

DHS Number

Disabled

DOB Status

Does Applicant pay child support payments?

Does caller live in the service area? (Even though the dispute is outside the service area)

Domestic Violence Present?

Driver's License

Drivers License Number

Duplicate Status

Elderly?

Email

Email Note

Employer

Employment Status

Ethnicity (Non-HUD)

Exclude from Search Results

Exp Date

Eye Color

Family ID Number

Family Size (Application)

Fax # Safe?

Fax Note

Fax Number

File Exists

Financial Eligibility Override Reason

Financial Override

Financial Override Advocate

First Name

Foster or Kinship Care Agency

Gender

General Person Note

Globally Unique ID

Grade

Gross Monthly Income (Application)

Hair Color

Has Applicant been to DEMO before?

Has the Intake Specialist printed and placed a copy of the Alien Determination Form in the Caller's File?

Hearing Impaired?

Height

Highest Court of Practice

Highest Education

Highest Education Level

HIV/AIDS Status

Home Phone

Home Phone # Safe?

Home Phone Note

Home/Hospital Visits

Housing Stability Rating

HUD 9902 Ethnicity

HUD Destination

HUD Disabling Condition

HUD Ethnicity

HUD Housing Relocation and Stabilization Services Provided

HUD Housing Status (Entry)

HUD Housing Status (Exit)

HUD Last Permanent Zip

HUD Length Of Stay In Previous Place

HUD Race

HUD Type of Housing Prior to Entry of Program

HUD Veteran Status

HUD Zip Code Type

ID

If yes, who is the attorney and for what matter is s/he representing the Applicant?

IHPS Agency

Immigration Status

Impact

Imported from Kemps DB

Imported Id

Income Eligible

Income Note

Income Provided?

Indigenous

Initial Visitation Status

Institutionalized at

Institutionalized?Intake Office

Intake Type

Interpreter Needed

Is another attorney helping Applicant in any Matter?

Is applicant a student?

Is applicant caring for relative's child?

Is Applicant's Income expected to change in a manner which would change Applicant's Eligibility?

Is Child Court Involved?

Is Child Currently Removed?

Is Group?

Is it okay to send email?

Is it okay to send mail?

Is The Client Head Of Household?

Is There a CUA?

Is there a safety plan

Is There Foster or Kinship Care?

Is There Home Protective Services?

Is this matter LSC Eligible

Is this Needs Based Public Assistance

J Number

Jurisdiction

Language

Last Name

Last or Current Employer

Last Salary

Last Sync With Active Directory/LDAP

Latitude

Legal Problem Code

Lives With Client

Longitude

LSC Eligibility Override Date

LSC Eligibility Override Reason

Maiden Name

Mailing Address

Mailing Address 2

Mailing Apt#/Lot#

Mailing City

Mailing State

Mailing Town

Mailing Zip

Marital Status

Medical Insurance Type

Member in Good Standing of Bar

Mental Disability Description

Mental Disability?

Middle Name

Migrant

Military Service

Mobile Phone

Mobile Phone Note

Monthly food stamps received

Monthly rent or mortgage

Name of Current Care Giver

Naturalization Cert #

Naturalization Date

Naturalization Place

Nickname

No Phone Number

Note

Number of People 18 and Over

Number of People under 18

Organization Lacks Means for Other Representation

Organization Name

Organization Services Eligible Persons

Other Contact Notes

Other Phone

Other Phone # Safe?

Other Phone Note

Other Relationships to Case

Packet

Passport #

Passport # (2)

Percentage of Median Income

Percentage of Poverty

Perm. Address Notes

Perm. City

Perm. State

Perm. Zip

Permanent Contact Address

Permanent Contact Address 2

Person's Docket Number

Phone Ref

Physical Disability Description

Physical Disability?

Placement Status at Time of Intake

Preferred Address

Preferred Donation Name

Preferred Phone #

Prefix

Prefix/Salutation

Primary Source of Medical Care (HIV)

Profile

Program

Quadrant (DC only)

Race

Referred By

Referring Organization

Retainer Agreement

SalutationSchool

School Attended

School Status

Second Language

Secretary Name

Shelter

Social Security #

Special Characteristics

SSN Information

State

State (Province) Of Birth

State of Practice

Street Address

Street Address 2

Suffix

Supported By Client

Tax Identification Number

Telephone System Login

Total Annual Expenses

Total Annual Income

Total Assistance

Total Liquid Asset Amount

Total Monthly Expenses

Total Monthly Income

Total Non Liquid Asset Amount

Town

Transfer

Unemployed? For how long?

Veteran

Visa Expiration Date

Visa Issue Location

Visa Number

Website URL

Weight

Wife's Maiden Name OR Husband's Last Name

Work Phone

Work Phone # Safe?

Work Phone Note

Zero Income?

Zip Code{FADE}~tc~

Refer to Quick Case Copy for admin setup of this feature

Copy to New Subordinate Case

This feature allows users to designate a case as a "master" and create "subordinate" cases, usually with different clients. For details about this feature, please see Master and Subordinate Cases.

Open the main profile for the case you want to use as the master case.

Under the Actions menu, click on Copy to New Subordinate Case. The precise name and location of this link in the Actions menu may vary from the example depending on your site configuration. (For sites still using the legacy interface, this link appears on the right side of the screen.)

In the confirmation screen, click "Yes, continue" to create the new subordinate case.

You also have the option on this screen to include adverse parties from the original case in the new case.

At this point, you will start a new intake for the subordinate case.

However, if the intake for the original case was created too long ago, you will not be able to use create subordinate case to copy fields from the original case because the information is presumed to be out of date. In that instance, you will see an error stating that the original case information cannot be copied.

The time limit for copy to new subordinate case is set by your site administrator.

After the time limit has passed, the system will notautomatically copy any information from the original case into a new intake.

Complete the intake as you normally would.

When you have completed the intake, you will be taken to the main profile for the new subordinate case. You will see that the case has automatically been associated with the master case from which you began the intake.

Likewise, if you return to the master case's main profile, you will see the new case is now listed as a subordinate case.

Create Case for Family Member

This feature allows users to create new cases for the family members of existing clients using the information already in the system for the family members.

Open the main profile for the existing client's case.

TIP: If the client has multiple cases, open the profile for the case you want to associate with the family member's case as the master case. The family member's case will "inherit" the master case's legal problem code.

Under the Actions menu, click on Edit Family Information. The precise name and location of this link in the Actions menu may vary from the example depending on your site configuration. (For sites still using the legacy interface, this link appears on the right side of the screen.)

You will now see a list of the client's family members. Select the family member for whom you want to create a new case.

Below the list of family members, you will now see a profile form for the family member you selected. Scroll down to the bottom of the form and select "Yes" next to the Create Case field.

Additional fields will appear for the family member's new case. Complete the required fields.

If you click Save & Search, the system will automatically create an open case for the family member. You will see the new case in the family member list.

If you click Continue, the system will automatically create a pending case for the family member and you will be taken back to the main profile for the existing client's case.

The family member's new case is automatically created as a subordinate case associated with the existing client's case as the master case.

NOTE: Nothing other than the family member's information and the master case's legal problem code is copied into the new case, so you will need to add adverse party, financial information, etc. to complete the family member's case profile.

Copy Prescreen

This feature allows an intake worker to quickly create another prescreen for an applicant. For example, if an applicant is screened for a divorce case, but she also needs to be screened for a housing problem, the ultimate disposition of the two matters could be different, so the applicant needs to have two separate prescreens.

Open the prescreen summary for the prescreen you want to copy.

Under the Actions menu, click on Copy Prescreen. The precise name and location of this link in the Actions menu may vary from the example depending on your site configuration. (For sites still using the legacy interface, this link appears on the right side of the screen.)

In the confirmation screen, click "Yes, continue" to copy this applicant's prescreen.

Because this feature assumes that all of the client's information is the same for the new prescreen, you will typically only need to set the prescreen status and add any relevant notes in the new prescreen form. Your prescreen form may differ from the example depending on your site configuration.

See below for a list of fields copied into the new prescreen.

Complete the prescreen as you normally would, making changes to the pre-filled information as necessary.

NOTE: Making changes to the pre-filled information in the new prescreen form (or later in the new prescreen summary) will not change any information in the original prescreen.

When you are finished, click Continue in the lower right corner to save your new prescreen.

These fields are not copied:Adverse party informationApplicant's preferred phoneDV presentLegal problem codePrescreen notes

Administrative Setup

Site administrators can make these features available to users by following these steps:

Creating the Quick Case Copy Intake Process and Form(s) - if needed

Unlike the create new case for client and copy to new subordinate case features, which both can use your site's main intake process and form(s), quick case copy has its own intake process and form(s). If your site does not already have a quick case copy process and form(s) in place, you will need to create them before your site case use this feature.

Check your site for this process on the Admin > Processes, Forms, and Profiles page. The process may be inactive, so remove the default Active = Yes filter on the list of processes.

If you need to create the process and/or form, note the following points:

IMPORTANT NOTE: When creating the quick case copy intake process, make sure to set "Show Process Link in Module Static Profile" to No. Otherwise, the link will appear, along with other intake process links, on static Home and Cases pages. If clicked, the link will produce an error because no case has been selected for copying.

The intake process used for quick case copy can use as many forms as desired.

At a minimum, it must contain one intake form (as in the example above), and that form must contain at least the Disposition block element.

Enabling Links in the Actions Menu

To enable the create new case for client, quick case copy, and copy to new subordinate case features for your site, you have to enable the links for these features on your main profile's actions menu.

NOTE: To enable the copy prescreen feature for your site, the procedure is essentially the same, except that you begin by opening an existing prescreen summary (or the menu box your site uses for the prescreen summary, if applicable).

If your site uses menu boxes, you will edit the main profile menu box in the Admin tab on your site.

Go to the Processes, Forms, and Profiles page in the Admin tab.

Make sure Case/Matter is selected in the dropdown next to "Forms and Processes for Module".

Click on the Menu Boxes tab.

Then click the edit icon for the menu box your site uses on the main profile.

If your site is not configured to use menu boxes, you can enable these features by editing the main profile.

Open any main profile under the Cases tab in your site.

Under the Admin menu, click on Edit profile. (For sites still using the legacy interface, this link appears on the right side of the screen.)

In either the main profile or menu boxes form, scroll down to the Side/Action Elements section.

To enable the new case for client, quick case copy (aka quick client add), and/or new subordinate case features on your site, use the Case Copy Custom element.

NOTE: If your site still uses the Link Boxes element in the main profile, the configuration is the same as described below.

Select the appropriate intake process for each feature in the dropdowns.

The new case for client and new subordinate case features both use the "Start New Intake" process in this example, but you can create custom intake processes for either or both of them. For information on creating custom intake processes, please see Intakes — Customizing?.

The quick case copy feature uses the "Quick Case Copy" process in this example, which is also a custom intake process that you can configure to meet your organization's needs.

NOTE: The links for these features will only appear in the Actions menu if you provide names in the textboxes next to the dropdowns.

Setting the Time Limit for Quick Case Copy and Copy to New Subordinate Case

To prevent users from copying outdated information into new cases with the quick case copy and copy to new subordinate case features, you can set a time limit beyond which these features will not be available.

Go to the Process Settings page in the Admin tab. Show me more.

Click on the Admin tab at the top of the page.

The first field on the process settings page is "Quick Client Add/ Copy to Subordinate Limit."

The system sets a default time limit of 30 days, which can be changed.

NOTE: A value is required for this field. Leaving the field blank will effectively disable the quick case copy and copy to new subordinate case features because the system will treat the blank field as a zero. In other words, users will never be able to copy fields with these features because the time limit will always be exceeded.

If you want to create a practically unlimited time limit for using these features, just enter a very large number of days in the field.

When you are finished, scroll all the way down to the bottom of the process settings page and click Continue in the lower right to save your changes.

Frequently Asked Questions

Q: How do I enable the various copy links for rejected matters?

A: You can't. These options were intentionally designed to not appear for rejected matters. The assumption, good or bad, is that rejected matters will likely be missing enough information that copying will not save significant time over starting a fresh intake, and has the potential to let outdated and incomplete information get into a new matter by mistake.

Q: How do I enable the various copy links on closed cases?

A: You can enable a Create New Case for Client link by using the Closing Options element in your Actions menu, but not the other links. Closing Options is a legacy element that displays several links, so add and test before you decide to use it.